Purchase Orders
Purchase Orders¶
Purchase orders allow to track which parts are bought from suppliers and manufacturers, therefore converting externally bought items into stock items / inventory.
To access the purchase order page, click on the Buy navigation tab and click on Purchase Orders option in the dropdown list.
Purchase Order Reference¶
Each Purchase Order is uniquely identified by a Reference field.
Reference Pattern
New in v0.8.0
Reference patterns were introduced in version 0.8.0. Users upgrading from an older version may find that the reference fields behave slightly differently than previous versions.
The Purchase Order reference field must conform to a (configurable) pattern, allowing users to define a standard for identifying individual orders.
In addition to being used ensure the reference fields conform to a standard format, the reference pattern is also used to automatically generate sequential reference values.
The default pattern for the Purchase Order reference pattern is PO-{ref:04d}.
This will generate a sequence of reference values like:
- PO-0001
- PO-0002
- PO-0003
The Purchase Order pattern is implemented as follows:
- The pattern must specify a single
{ref}block - this is the required sequential portion of the pattern. - A
?character is treated as a wildcard which will match any character. - A
#character is treated as a wildcard which will match any number. - Any other characters will be matched literally.
Reference Formatting
The reference field pattern uses Python string formatting for value substitution.
Create Purchase Order¶
Once the purchase order page is loaded, click on New Purchase Order which opens the "Create Purchase Order" form.
A purchase order is linked to a specific supplier, select one in the list of existing suppliers.
Warning
Only companies with the "Supplier" attribute enabled will be shown and can be selected
Fill out the rest of the form with the purchase order information then click on Submit
Add Line Items¶
On the purchase order detail page, user can link parts to the purchase order selecting the Order Items tab then clicking on the Add Line Item button.
Once the "Add Line Item" form opens, select a supplier part in the list.
Warning
Only parts from the supplier selected for the purchase order will be shown and can be selected
Fill out the rest of the form then click on Submit
Upload File¶
It is possible to upload an exported purchase order from the supplier instead of manually entering each line item. To start the process, click on Upload File button next to the Add Line Item button and follow the steps.
Supported Formats
This process only supports tabular data and the following formats are supported: CSV, TSV, XLS, XLSX, JSON and YAML
Issue Order¶
Once all the line items were added, click on the button on the main purchase order detail panel and confirm the order has been submitted.
Receive Line Items¶
After receiving all the items from the order, the purchase order will convert the line items into stock items / inventory.
There are two options to mark items as "received":
- either individually: click on button on each line item
- or globally: click on the button on the main purchase order detail panel and confirm all items in the order have been received.
Received Items¶
Each item marked as "received" is automatically converted into a stock item.
To see the list of stock items created from the purchase order, click on the Received Items tab.
Complete Order¶
Once the quantity of all received items is equal or above the quantity of all line items, the order will be automatically marked as complete.
It is also possible to complete the order before all items were received (or if there were missing items). To do so, click on the button on the main purchase order detail panel and confirm the order was completed.
Cancel Order¶
In the event that the order won't be processed, user has the option of cancelling the order instead. To do so, simply click on the button on the main purchase order detail panel and confirm the purchase order has been cancelled.